Software, Grants Management

REQUEST FOR PROPOSALS

SCOPE OF SERVICES

The City of Surrey (the “City”) is inviting Proponents to submit Proposals that provide a solution for the management of grant lifecycle (the “Solution”).

OVERVIEW

The City manages multiple grant programs across various departments, catering to both citizens and businesses. Currently, grant application management within the City is inconsistent and largely manual. Historical grant application data lacks uniformity and is not stored in a centralized location. This poses challenges when responding to grant application reporting requests. To address these issues, the City is seeking to implement a state-of-the-art grant management system.

The desired solution should take the form of a Software as a Service (SaaS) offering, delivering the following:

1. Centralized Platform: We require a comprehensive platform capable of handling grants from multiple departments. This platform will serve as a centralized hub for efficiently overseeing and tracking the entire grant process.

2. User Login Functionality: Grant applicants should have a secure login system, enabling them to apply for grants, upload supporting documents, and monitor their application statuses.

3. Administrator Access: Grant administrators should have secure access to the platform to efficiently manage grant applications, review, and process submissions, communicate with applicants, and make informed decisions based on the provided information.

4. Robust Reporting Capabilities: It is vital that all data collected from grant applications is readily available for reporting purposes. The platform should offer comprehensive reporting features, allowing administrators to extract valuable insights and generate reports on various aspects of the grant management process.

5. Excellent User Experience: The grant management platform should prioritize a seamless and user-friendly experience for both grant applicants and administrators. The interface should be intuitive and easy to navigate, with clear instructions and guidance provided at each step of the application process. Grant administrators should have access to a well-designed user interface with intuitive controls and tools.

By addressing these requirements, our objective is to establish an efficient and user-centric grant management system that fosters transparency, streamlines the application process, and supports effective decision-making.

INFORMATION MEETING

An information meeting will be hosted by the City Representative to discuss the City’s requirements under this RFP (the “Information Meeting”). While attendance is at the discretion of Proponents, Proponents who do not attend will be deemed to have attended the Information Meeting and to have received all of the information given at the Information Meeting. At the time of issuance of this RFP a meeting has been scheduled as follows:

When: 9th of January, 2024
Where: Video/Phone Conference – Microsoft Teams Meeting
Proponents interested in participating in this Information Meeting should email their request to purchasing@surrey.ca before January 8th.
Time: 10:30 AM, PST

ADDENDA

If the City determines that an amendment is required to this RFP, the City Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca and the City Website at www.surrey.ca (collectively, the “Websites”), and upon posting, any addenda will form part of this RFP. It is the responsibility of Proponents to check the Websites for addenda. The only way this RFP may be added to, or amended in any way, is by a formal written addendum. No other communication, whether written or oral, from any person will affect or modify the terms of this RFP or may be relied upon by any Proponent. By delivery of a Proposal the Proponent is deemed to have received, accepted and understood the entire RFP, including any and all addenda.

All inquiries related to this RFP should be directed in writing to purchasing@surrey.ca